Terms & Conditions.

Welcome to Planning Beats! These terms and conditions outline the rules and regulations for using our website, mobile application, and services. By using our platform, you agree to these terms. If you do not agree with any of these terms, you must not use our services.

1) Definitions

• “We”, “Us”, “Our” refers to Planning Beats Limited.
• “You”, “User” refers to the individual or organisation using the platform.
• “Service” refers to the Planning Beats website, apps and software.
• “Customer Data” refers to all information that you, your team or your clients add to, import into or create in the Service, including personal data about your clients, leads, staff, suppliers and venues.
• “DPA” refers to our Data Processing Agreement.

2) Company Information

3) Service Description

Planning Beats offers event management software tailored for DJs and event organisers. The platform enables users to manage bookings, schedules, team collaboration, and more.

4) User Accounts

• Eligibility: You must be 18 years or older to create an account.
• Account Responsibility: You are responsible for maintaining the confidentiality of your account login credentials.
• Prohibited Use: You may not use the platform for any illegal activities or in violation of any laws.

5) Subscription, Pricing, and Payments

• Planning Beats operates under a subscription-based model with pricing based on the number of DJ users on your account. Current prices are shown on our pricing page.
• Our order process is conducted by our online reseller PayPro Global, which is the merchant of record for all our orders. You buy your subscription from PayPro Global. It takes your payment, works out and collects any tax, and sends your receipts and invoices. By using our services, you also agree to PayPro Global’s terms and conditions.
• We reserve the right to change pricing at any time, but we will notify you of any changes in advance.

6) Cancellation and Termination

• You may cancel your subscription at any time through your account settings. Except as set out in clause 7, or where the law says otherwise, fees already paid are non-refundable.
• Refunds are paid by PayPro Global to the payment method you used. To ask for one, contact us or PayPro Global’s customer support.
• We reserve the right to suspend or terminate your account if you breach these terms.

7) Cooling-off Period

You have a 14-day cooling-off period in accordance with UK consumer rights law, during which you can cancel your subscription and receive a full refund. The cooling-off period begins the day after you sign up for the service OR the day after the platform’s official launch if you purchased our early offer discount.

8) Automatic Renewals

Subscriptions are set to renew automatically at the end of each billing cycle unless you opt-out in your account settings. You will be notified of upcoming renewals and any changes to pricing prior to renewal.

9) Intellectual Property

All content on the Planning Beats platform, including text, graphics, logos, and software, is the property of Planning Beats Limited or its licensors. You may not copy, distribute, or use any of our content without prior permission.

Your Customer Data stays yours. You give us permission to host, copy, process and display it only as needed to provide the Service to you.

10) Liability

• Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud, or for anything else that cannot be limited or excluded by law. If you are a consumer, your statutory rights are not affected.
• We provide the Service with reasonable care and skill. Beyond that, and as far as the law allows, we do not promise that the Service will always be available, uninterrupted or free of errors.
• We protect Customer Data with the security measures described in our Privacy Policy and DPA, and we keep backups. You can export your data at any time and you are responsible for keeping your own copy of anything you cannot afford to lose. As far as the law allows, we are not responsible for loss of profit, loss of business, or indirect losses, or for loss of data that our security measures and backups could not reasonably have prevented.
• Subject to the first point above, our total liability to you is limited to the amount you have paid to us in the past 12 months.

11) Privacy and Data Protection

Our Privacy Policy explains how we collect and use your personal information. Where we process personal data on your behalf, such as information about your clients, clause 14 and our DPA apply.

12) Cookies and Tracking

We use cookies to keep you signed in, remember your preferences and understand how our website is used. Our website asks before using analytics or advertising cookies. Section 8 of our Privacy Policy explains which cookies we use and how to control them.

13) Third-party services

Planning Beats can connect to services run by other companies, such as Google, Microsoft, Stripe, WhatsApp and Zoom. When you connect one, you also agree to that company’s own terms, and your use of it is between you and them. We only use each connection to provide the features you turn on, as described in our Privacy Policy. You can disconnect any of them at any time in Settings, App Connections. We are not responsible for the availability or actions of these services. For example, meetings created in your Zoom account follow Zoom’s plans and limits.

14) Customer Data

• You and your team can add, import, create and store Customer Data in Planning Beats, including personal data about your clients, prospective clients, staff, suppliers and bookings.
• Your responsibility: You are responsible for the Customer Data you choose to put into Planning Beats. That includes making sure you have the right and a lawful basis to collect and use it, and telling the people it is about how you use it.
• Our role: Where Customer Data includes personal data, you are the controller and we are your processor. We process it only to provide the Service and on your instructions, as set out in our DPA. The DPA forms part of these terms.
• Export and deletion: You can export your Customer Data at any time. The DPA sets out what happens to it when your account closes.
• We are the controller of your own account, billing and usage information. Our Privacy Policy explains how we use it.

15) Smart Import and AI Features

• Smart import is an optional feature. You can upload exports, spreadsheets, PDFs, Word files, images, screenshots and notes from your previous system. Those files may contain personal data about your clients and prospective clients, together with booking and event details, notes, planning answers, song requests, playlists and other business records.
• Your instruction: When you use Smart import or the setup assistant, you instruct us to process what you provide in order to extract, identify, categorise and structure it, and to prepare it for your account.
• How it is processed: We use Anthropic’s commercial Claude API as an AI service provider and sub-processor. The content needed to do the work is sent to Anthropic and processed by Anthropic on our behalf.
• You review first: The results are returned to Planning Beats and shown to you. Nothing is imported or applied until you confirm it.
• Accuracy: AI processing can produce results that are inaccurate, incomplete or put in the wrong place. You are responsible for checking the results before you confirm them. We do not guarantee that Smart import will perfectly reproduce or interpret what is in another system, document, image or file.
• What not to upload: You must not knowingly upload payment card details, bank account details, passwords, login details or other information that is not needed to move your business records across.
• You must only upload information that you are legally entitled to hold and to give to us for this purpose.
• AI apps you connect: If you connect your own AI app, such as ChatGPT or Claude, you are choosing to give that app access to your Customer Data. Your use of it is between you and its provider, under their terms, and you are responsible for checking anything it proposes or changes.

16) Service Providers and Sub-processors

You agree that we may use other companies to help us run the Service, including hosting, communications, payment, integration and artificial intelligence providers. Where they process personal data in your Customer Data on our behalf, they are our sub-processors. The current list is on our Sub-processors page. We have a written contract with each one that protects personal data to the standard our DPA requires, and we remain responsible to you for their work. The DPA explains how we tell you about changes and how you can object.

17) Changes to Terms

We may revise these terms from time to time. If a change is material, we will tell you by email or in the app before it takes effect. Continued use of our platform after changes take effect will constitute your acceptance of the new terms.

18) Governing Law

These terms and conditions are governed by the law of England and Wales. Any disputes arising out of or relating to these terms will be resolved in the courts of England and Wales. If you are a consumer living in another part of the United Kingdom or in another country, you may also bring a claim in your local courts.

19) Complaints Procedure

If you have any complaints or issues with our service, please contact us at info@planningbeats.com. We will address your complaint within a reasonable time.

20) Contact Information

For any questions about these Terms and Conditions, please contact us at: